96SSHIX-S1296 RFP Marketing and Outreach Services~2.docx

STATE OF NEVADA

DEPARTMENT OF ADMINISTRATION

Purchasing Division 515 East Musser Street, Suite 300 │ Carson City, NV 89701 Phone: 775-684-0170 │ Fax: 775-684-0188

Request for Proposal: 96SSHIX-S1296

For

Marketing and Outreach Services

Release Date: October 15, 2020

Deadline for Submission and Opening Date and Time: December 4, 2020 @ 2:00 PM

Refer to Section 7, RFP Timeline for the complete RFP schedule

For additional information, please contact:

Ryan Vradenburg, Purchasing Officer II

State of Nevada, Purchasing Division

515 E. Musser Street, Suite 300

Carson City, NV 89701

Phone: 775-684-0167

Email address: rvradenburg@admin.nv.gov

Refer to Section 8 for instructions on submitting proposals

VENDOR INFORMATION SHEET FOR RFP 96SSHIX-S1296

Vendor Shall:

A) Provide all requested information in the space provided next to each numbered question. The information provided in Sections V1 through V3 shall be used for development of the contract;

B) Type or print responses; and

C) Include this Vendor Information Sheet in Section III of the Technical Proposal.

Street Address:

City, State, Zip Code:

Telephone:

Fax:

Toll Free:

including address if different than above

Name:

Title:

Address:

Email Address:

Telephone Number:

Fax:

Name:

Title:

TABLE OF CONTENTS

Following Attachments are available within NevadaEPro.com on the Attachments Tab of bid solicitation 96SSHIX-S1296 for review and completion.

ATTACHMENT A – CONFIDENTIALITY AND CERTIFICATION OF INDEMNIFICATION

ATTACHMENT B – VENDOR CERTIFICATIONS

ATTACHMENT C – CONTRACT FORM for reference only

ATTACHMENT D – INSURANCE SCHEDULE FOR RFQ 96SSHIX-S1296

ATTACHMENT E – REFERENCE QUESTIONNAIRE

ATTACHMENT F – PROPOSED STAFF RESUME

ATTACHMENT G – COST SCHEDULE

Prospective vendors are advised to review Nevada’s ethical standards requirements, including but not limited to NRS 281A, NRS 333.800, and NAC 333.155.

All applicable Nevada Revised Statutes (NRS) and Nevada Administrative Code (NAC) documentation can be found at: www.leg.state.nv.us/law1.cfm.

PROJECT OVERVIEW

The State of Nevada Purchasing Division, on behalf of the Silver State Health Insurance Exchange (Exchange), is requesting proposals from integrated marketing and advertising firms to facilitate the Exchange’s Marketing and Outreach Campaign. The State will award one (1) contract in conjunction with this RFP, as determined in the best interest of the State. The vendor’s proposal shall identify the specific scope of services being offered. The resulting contract is anticipated to begin on April 1, 2021, and continue through March 31, 2025, subject to Board of Examiners (BOE) approval, with the option for two (2), one-year extensions, if agreed upon by both parties and in the best interest of the State.

Vendors that respond to this RFP should have a fundamental understanding of the Affordable Care Act (ACA) and its efforts to reduce the cost of health insurance coverage offered through the Individual Health Insurance Marketplace, Nevada Health Link.

Historically, individuals and families who are eligible for federal subsidies through the Exchange have not responded to traditional advertising campaigns and outreach methods. Furthermore, the target populations do not frequently see Nevada Health Link advertisements or may not be aware or understand the services and resources from the State Based Exchange in reducing their monthly premium costs for health insurance. A portion of this RFP will be evaluated on the vendor’s ability to reach the greatest percentage of eligible Nevadans in the most efficient and fiscally responsible manner. Special provisions are included in the ACA for Nevada’s Native American populations. Outreach and inclusion of all 27 federally recognized tribes in Nevada are requirements of this RFP.

While consumers who qualify for premium and cost sharing assistance represent a majority of the Exchange’s target market, the Exchange offers high quality products that appeal to consumers who are not eligible for a subsidy. The Exchange’s publicly accessed website, Nevada Health Link (www.nevadahealthlink.com), must avoid the perception that offered products are a form of welfare or endowment. It is important that the Exchange be seen as a service that delivers a quality product at an affordable price. In addition to attracting new applicants in both the traditional ad space and digital ad space, marketing efforts must also address existing consumers in a way that will support their retention and promote customer satisfaction.

Prospective vendors are encouraged to seek partnerships and/or subcontracts with specialty firms that can provide expertise in community-based marketing with an expertise in outreach to minority communities that are disproportionately uninsured or under-insured. The Exchange is searching for the most creative, targeted, and effective outreach campaign to provide added value to the Exchange and its target populations.

BACKGROUND

The Silver State Health Insurance Exchange, referred to as the Exchange, was established as a Nevada State Agency in 2011 to oversee and operate Nevada’s Affordable Care Act (ACA) health insurance marketplace known as Nevada Health Link. Nevada Health Link connects uninsured and underinsured Nevadans to Qualified Health Plans (QHPs) and Qualified Dental Plans (QDPs). The Exchange is the only place where Nevadans can access tax credits and subsidies to help offset their monthly premium costs for insurance. In September 2019, the Exchange officially transitioned its technology and call center functionality off of the federal health insurance marketplace known as HealthCare.gov and began operations as a fully autonomous State Based Exchange (SBE) for plan year 2020 enrollment and beyond.

The Exchange facilitates the sale of qualified health and dental plans and connects eligible Nevadans who are not insured by their employer, Medicaid, or Medicare to health insurance options. Through Nevada Health Link, individuals can shop for, compare, and purchase quality and affordable health insurance plans with tax credits or subsides that are based on their income.

GOALS AND OBJECTIVES

The goals of this project are as follows:

Engage a vendor that is flexible and creative, and proposes a cost effective approach to deliver the following items:

Conduct in-depth research and analysis to;

Identify marketing strategies to target audiences who lack health insurance coverage.

Identify advertisement needs in areas where stronger outreach and advertisement presence is needed.

Boost awareness among consumers in targeted areas so that Nevada Health Link becomes their primary choice when seeking health insurance coverage.

Develop and implement education campaigns (Off Season) that raise awareness of the importance of having health insurance coverage and addresses the benefits of enrolling in plans offered through the Exchange;

Develop and implement successful enrollment campaigns (Open Enrollment Period and Special Enrollment Period), that encourages individuals to access the Exchange’s State Based Exchange, Nevada Health Link, to obtain health insurance coverage during open enrollment;

Execute efficacious enrollment campaigns that relay the Exchange’s appreciation for consumer participation; and

Create and execute innovative annual strategies, communication plans, advertising campaigns, and resources that help position Nevada Health Link as top choice for consumers who seek health insurance coverage.

SCOPE OF WORK

TASKS/REQUIREMENTS

The Vendor must provide the services outlined in Section 2.2 to the Exchange through its own resources, at the specific request of the Exchange. The Vendor will conduct all tasks and requirements, together with any related work or services within the scope of this RFP for ad-hoc tasks. The Exchange reserves the right to modify the frequency or scope of the contracted services, based upon changes to federal or state laws, rules, regulations and organizational needs.

Bidders Qualifications to Propose

Vendors must provide following types and levels of experience at a minimum to propose.

Required Qualifications:

A minimum of three (3) years of experience with web hosting capabilities, web design and content development, security maintenance.

A minimum of three (3) years of experience with creating, developing, and implementing advertisement and marketing campaigns and strategies.

A minimum of three (3) years of experience with developing and producing print, billboard, radio, web, social media, display, search, over-the-top (OTT) and television advertising.

A minimum of two (2) years of experience in providing similar services to government state agencies.

A minimum of three (3) years of experience with creating, developing and implementing outreach and stakeholder development services.

A minimum of two (2) years of experience in the health insurance landscape and/or a demonstrated knowledge of the Affordable Care Act in the state of Nevada.

A minimum of two (2) years of experience with coordinating and producing marketing and outreach collateral and event displays/signage.

Failure to meet these minimum types and level of experience will result in a proposal being found non-responsive and eliminated from consideration.

Preferred Qualifications:

Vendors applying should have a tangible passion for the state of Nevada and its residents. The vendor must be a champion of the brand in every respect, from strategic direction to tactical execution, with a primary account manager who ensures the brand is properly conveyed across all programs and channels.

Experience in data analysis and creation of pivot tables used to aid in the development and execution of traditional marketing ad campaigns.

Vendors applying must be able to develop a strategic communications plan as well as stakeholder and community partner communication & outreach plan.

Vendors applying should have experience making formal presentations to a Board of Directors.

Vendors applying should demonstrate experience with producing kick-off events promoting the start of annual enrollment drive.

SCOPE OF WORK: MARKETING FUNCTIONS AND SERVICES

The purpose of this Agreement is for the Contractor to not exceed $3.2 million annually, and should encompass a complete design of a creative, cost-effective, dynamic and integrated year-round marketing and outreach campaign aimed at reaching the established targeted audiences for Nevada Health Link enrollees. The marketing and outreach campaigns should communicate the benefits of accessing health and dental insurance coverage through Nevada Health Link and stay focused on the mission of reducing the uninsured and underinsured throughout the state of Nevada. The vendor should develop marketing and outreach campaigns for both the Open Enrollment Period and the Special Enrollment Period and remain culturally competent throughout all aspects of traditional and content marketing and messaging.

Vendor’s Roles and Responsibilities

The Vendor shall designate an experienced individual to whom all communications from the Exchange may be addressed, and who has the authority to act for the Vendor in connection with all aspects of this Agreement, including management, supervision, and direction of Vendor’s day-to-day performance (the “Project Manager”) which role shall also be considered Key Personnel; but any written notice, demand or other communication shall be addressed to the person or persons specified in the Vendor Proposal.

The Project Manager will designate an alternate contact to act in his or her place in case of illness, vacation or other absence.

Unless authorized by the Exchange in writing, the Vendor shall not divert the Project Manager to another account.

Designate an experienced account manager, which role shall have full authority on behalf of the Vendor to administer the Agreement and make decisions that require authority beyond that of the Project Manager.

Make its best efforts to maintain staff continuity throughout the life of the project. If, however, a substitution becomes necessary, the Vendor must submit resumes for review, in advance, for all proposed personnel substitutions. All Vendor personnel substitutions must be approved in writing by The Exchange.

Failure to receive the required approvals may result in termination of the contract.

Ensure that any changes to subcontractor entities, personnel. duties, or subcontractor contract terms are provided to The Exchange in writing for review and approval, in advance of changes taking place.

Sign a data sharing agreement within 30 days of entering into the contract with the Exchange. The vendor must agree to not disclose or share any data with any other entity, without the prior written consent of the Exchange, Personally Identifiable Health Information (PII) that may be collected or obtained through the course of this agreement.

Nevada Health Link does collect sensitive information from consumers in order to perform its ACA-mandated functions, such as enrollment in QHP and QDPs, and eligibility for Advance Premium Tax Credits (APTC) and Cost Sharing Reductions (CSR).

PII is protected by federal and state laws. The Privacy Policy describes how information about covered persons or Nevada Health Link consumers may be used, disclosed, and accessed.

By signing a data sharing agreement, the signers are also agreeing to adhere to the Nevada Health Link Privacy Policy located: https://www.nevadahealthlink.com/about-nevada-health-link/privacy-policy/.

Provide annually and in writing by July 30 of each year, an updated Marketing and Outreach plan outlining key goals, objectives, tasks, deliverables and timelines for review and approval by The Exchange.

Ensure that throughout the course of the contract any changes to goals, objectives, tasks, deliverables and timelines are provided in writing within seven (7) calendar days from the date they were made for review and approval by The Exchange.

Provide reporting at a minimum of monthly, including but not limited to, written and oral or telephonic presentations, or as often as requested by the Exchange.

Meet via teleconference at a minimum of biweekly, and ad hoc as required, with the Exchange staff to discuss progress of marketing and outreach efforts aligned with the campaigns.

Silver State Health Insurance Exchange’s Roles and Responsibilities

The Exchange Shall:

Designate the Exchange representative to whom all Vendor communications may be addressed and who has the authority to act on all aspects of the contract.

Provide access to business and technical documents as necessary for the Vendor to complete the tasks identified in this document.

Ensure appropriate resources are available, when possible, to perform assigned tasks, attend meetings, and answer questions.

Ensure that decisions and approvals are made in a timely manner.

Identify and provide access to subject matter experts to assist in the development of technical requirements.

Be the organizer of all outreach event process to conduct inventory, vet and plan event, and work with navigating entities.

Navigating entities are organizations that conduct outreach, education, and enrollment assistance to uninsured and underinsured Nevadans, and promote quality, affordable, health coverage options available on the Exchange, also referred to as Nevada Health Link, and under publicly funded health insurance options, such as Medicaid and the Children’s Health Insurance Program (CHIP) or Nevada Check-Up, with an emphasis on target populations (uninsured and underinsured Nevadans, rural Nevadans, individuals/families statewide, 50+ age group, 26-45 age group, the young invincibles, members of Nevada Tribes, Hispanic/Latino, Asian Americans and Asian Pacific Islanders, African Americans, multicultural populations.

Host an initial meeting with partners and stakeholders and the awarded vendor with the Communications Director as the host to introduce the awarded vendor to partners and stakeholders.

Provide all data and resources necessary for the awarded vendor to perform the duties and meet the deliverables of this contract, for example consumer enrollment and demographic data.

Contract Deliverables

The Vendor shall provide all reports, invoices, supporting invoice documentation and deliverables within the timeframe specified and required by the Exchange.

The Vendor understands and acknowledges that all reports, invoices, supporting invoice documentation and deliverables must be reviewed, approved and accepted by the Exchange.

The Vendor understands that any Exchange requested revisions to any deliverable shall be incorporated by the Vendor within seven (7) calendar days from the date in which the Exchange provided its feedback, unless a different timeframe is required and specified by the Exchange.

In the event the Exchange requires additional refinements and modifications for any deliverable which occurs after that deliverable has been previously accepted by the Exchange, the Vendor shall be required to make the additional revisions until the revised deliverable is accepted and approved by the Exchange.

The Vendor will provide consultation services on an as-needed basis.

The Vendor shall be paid for services rendered under a resulting contract in accordance with Section 5.1 of this document.

Vendor will make themselves available for project meetings with Exchange staff at a mutually agreed upon cadence.

Vendor will make themselves and supporting documentation available for any audits performed on the Exchange.

Deliverables Acceptance Criteria

All finished work must be submitted to the Exchange for review and approval or rejection. Payment for all tasks performed under an awarded contract will be based on a project completed basis using a work order agreement. It will be the Exchange’s sole determination as to whether any tasks have been successfully completed and are acceptable.

Throughout the contract, the Exchange will review and confirm services performed. In addition, the Exchange will verify and approve the Vendor’s invoices.

Deliverable acceptance criteria will consist of the following:

Research and data analysis reports, social, communication, media and marketing plans, events, schedules, documentation, digital files, and reports (deliverables) were completed as specified and approved.

Deliverable-specific work was completed as specified and the final deliverable product or service was rendered.

All deliverables are in a format useful to the Exchange.

If a deliverable is not accepted, the Exchange will provide the reason, in writing, within ten (10) business days of receipt of the deliverable.

Campaign Strategy/Planning

The vendor’s proposal shall describe in detail the strategy and timeline for accomplishing the deliverables and timelines outlined under Section 2.6, and vendor’s qualifications and experience in performing this type of work.

Research and Data Analysis

Conduct research and data analysis on a quarterly basis to establish baselines and identify strategies to target audiences that are specific in age groups and demographics: individuals and families with an emphasis on young individuals (26-34) and young adults (34-50) and the over 50 generation. Tribes, Rural Nevadans, age groups listed above, self-employed, Medicaid Ineligibles, African Americans, Asian American/Pacific Islander (API) populations, and job-loss individuals in response to COIVD-19.

Conduct research and data analysis on a quarterly basis or more often as needed to:

Identify advertisement needs by geography where the intersection of target audience and geography may necessitate a stronger advertisement presence.

Identify Nevada Health Link’s competitors within the health insurance marketplace and make recommendations based off of the findings (i.e., Short Term Limited Duration Plans, Association Health Plans, Private insurance, Cobra, etc.)

Identify and create Nevada Health Link’s strengths/weaknesses/opportunities/threats (SWOT analysis) based on public perception and marketing efforts and needs.

Conduct data analysis on a quarterly or more often as needed basis based on the Exchange enrollment data shared (data sharing agreement) for marketing and outreach purposes for both the off season and open enrollment marketing campaigns.

Conduct research and surveys on a quarterly or more often as needed basis on the brand, Nevada Health Link to gain insight into the public perception of the Nevada Health Link resources to help shape future campaigns from a marketing/messaging and outreach perspective.

Research, analyze, and create strategies, continuously through the duration of the Contract, to implement marketing plans that position Nevada Health Link to accomplish the following objectives:

Establish a recognized (by Nevada consumers) brand, maintain the current identity of the state agency Nevada Exchange and Nevada Health Link by utilizing the existing brand.

Continually build brand awareness and keep the Nevada Health Link brand top of mind with Nevada consumers (both new customers and existing consumers).

Educate consumers about the benefits of Nevada Health Link and health insurance literacy; how to use their health insurance.

Encourage community partners and influencers to advocate to their audiences on behalf of Nevada Health Link.

Design and implement a creative, flexible, cost-effective, and integrated yearly Open Enrollment advertising and outreach campaign (this campaign focuses on communicating the benefits of accessing health coverage through the Exchange and the Qualified Health Plans available to eligible Nevada residents.

Create and implement a yearly Off-Season marketing and outreach campaign.

Research and Data Analysis Deliverables & Timeline:

The vendor’s proposal shall describe in detail the strategy and timeline for accomplishing the deliverables and timelines outlined in Section 2.6.2, and vendor’s qualifications and experience in performing this type of work.

Monthly, or more frequently as needed, target audience analysis, validation and strategic planning services.

Monthly, or more frequently as needed, competitor analysis, communications and strategic planning services.

Monthly, or more frequently as needed, consumer perceptions analysis, communications and strategic planning services.

Ongoing through the duration of the contract, brand identity maintenance.

Monthly, or more frequently as needed, provide a brand awareness analysis, communications and strategic planning services and implementation of recommendations to maintain and build the Nevada Health Link brand.

Comprehensive Open Enrollment advertising and outreach campaign developed and implemented based on research and data analysis conducted.

Comprehensive Off-Season marketing and outreach campaign fully developed and implemented based on strategies developed off of research and analysis conducted.

Comprehensive open enrollment post-mortem meeting complete with analysis on successes, failures, and suggested improvements for the next open enrollment period.

Marketing Campaign and Resources Deliverables & Timeline:

Develop, implement, oversee, and report on all marketing resources to support all advertising campaign objectives are as follows:

Public and Media Relations

Develop a formal written communications strategy and plan for working with statewide Nevada media outlets (TV, radio, print publications, online, digital, and outdoor, etc.) to produce favorable publicity on Nevada Health Link’s behalf.

Develop press releases and distribute to statewide media outlets and publications.

Pitch statewide and national media publications and secure meetings for the Exchange in order to educate the public on Open Enrollment and the advertising campaign.

Develop and report earned and paid media value on a monthly basis to the Exchange.

Provide written communications as needed for various public relations services or requests from the Exchange.

Online Presence

Oversee and monitor all social media channels, organic search engine optimization marketing (SEO) and related online platforms.

Strategize, develop, implement and report on content for all platforms.

Create bi-monthly topic specific GIFs for all social media channels, Create interactive content for social media stories to engage consumers, Establish, strategize and write content to implement the Nevada Health Link blog which lives on the consumer facing website NevadaHealthLink.com and send through email marketing.

Write and implement content for Nevada Health Link email database.

Maintain database; track associated analytics to NevadaHealthLink.com

Consult on content, SEO and design aesthetics for NevadaHealthLink.com

Outreach Marketing

Strategize, implement and oversee all outreach-related marketing efforts to educate, build awareness, enroll and create mutually beneficial community partnerships through:

The Exchange’s Enrollment Facilitator or Navigator, staff, and partner attendance at targeted outreach events per year around the state of Nevada, Attend relevant community networking functions and meetings and cultivate targeted relationships with target company marketing and outreach personnel to build in-person relationships with mutual benefit cross promotional opportunities

Outreach/Community Relationships/Sponsorships

Secure vendor events, presence at targeted community relations events and brand-building sponsorships, whether in a digital online format or in person presentations and meetings related to the current health care landscape.

Secure attendance and presence at Northern Nevada and Southern Nevada, as well as rural Nevada for vetted targeted outreach and community relations events

Creative Development

Includes the strategy and development of all creative projects necessary to carry out all strategized marketing initiatives and advertising campaigns which include:

Copywriting

Graphic Design

Videography

Photography

Editing

Production Management (estimating, outside vendor procurement, coordination and management)

Traffic Management (internal team scheduling, proofreading, coordination)

Project Management (project-specific budget management, client communication, client/internal team liaison

Hard costs for related outside vendors

Collateral production

Media

Purchase year-round approved media buys for the advertising campaign (and utilize added-value media placement) to support any Open Enrollment Period and Off-Season, Special Enrollment Periods advertising campaigns.

Identify and recommend which media will be used for each segment of the population statewide (in-person, print, TV, radio, outdoor, sports marketing, internet, direct mail, and others.)

Work closely with statewide media partners to ensure the best rates are negotiated and receive premium location placement.

Public and media relations

Favorable statewide TV, radio, print publications, online, digital, and outdoor publicity approved by and on behalf of Nevada Health Link.

Press releases and arranged media interviews approved by the Exchange.

Arranged advertisement and media buys approved by and for the Exchange.

Online Presence

Ongoing through the duration of the contract, the creation, coordination and management of all online and social media marketing campaigns.

Ongoing through the duration of the contract, the creation, coordination and management of Nevada Health Link’s online presence.

Monthly, or more frequently as needed, provide content strategy, content development and content implementation services for all online platforms to the Exchange.

Ongoing through the duration of the contract, provide content for the consumer facing website NevadaHealthLink.com and email marketing.

Ongoing through the duration of the contract, maintain and track email marketing database, analytics and campaign metrics, provide updates to the Exchange monthly or more frequently as needed.

Outreach Marketing

All outreach efforts within the marketing contract must include research, planning, development, and implementation of all marketing outreach activates

Provide statewide vendor representatives to assist with in person community relations and outreach initiatives as requested by the Exchange.

Organize, research, vet, and secure Agency in person or digital online attendance to various statewide outreach events

Outreach/Community Relationships/Sponsorships

Secure community relationships and follow up with public health organizations to develop cross promotional ideas and sharing of marketing resources and educational materials.

Assist in marketing initiatives from a community relations perspective by attending in person meetings, phone meetings, and attendance of regular events or meetings

Develop and maintain a database of community partners and stakeholders and conduct regular follow up with email or phone calls with partners.

Research, analyze, and once approved by the Exchange, secure sponsorship opportunities statewide that align with the Exchange’s mission and offers a public relations opportunity and brand awareness.

Material Development/ManagementCreative Develo

Advertising scripts written with a clear understanding of the message being delivered and key objectives established to reach all target populations.

Film advertising spots and videos developed as per the agreed work order agreements in consultation with the Exchange.

Photographs taken and approved by the Exchange to use for all campaigns, social media platforms, and all publications, such as website and embedded in email marketing.

Maintain and update as needed the Brand Standards Guide for Nevada Health Link and adhere to all Exchange policies and guidelines for the brand.

Any content, music, or visual effects used has been aligned with copyright laws.

Marketing Policies Deliverables & Timeline

Develop a formal written social media policy in conjunction with the existing social media comment policy to establish vendors’ and employees’ responsibilities and obligations when conceiving, building, deploying and maintaining social media networking sites to facilitate communications on behalf of the department.

Adhere to or make recommendations to the developed email marketing policy in order for the agency and vendor to have guidelines to follow when developing messaging and communications via email to consumers and potential enrollees.

Adhere to or make recommendations to Nevada Health Link’s social media comment policy to set boundaries of what consumers can and cannot say or do in the comment section of the Nevada Health Link social media platforms.

Developed and followed formal written social media campaign to establish employees’ responsibilities and obligations when conceiving, building, deploying and maintaining social media networking sites to facilitate communications on behalf of the department.

Through the duration of the contract adhere to or make recommendations to the developed email marketing policy.

Through the duration of the contract adhere to or make recommendations to Nevada Health Link’s social media comment policy.

AD HOC TASK ORDER REQUEST

For those processes that fall outside of the services, tasks, and deliverables defined in Section 2.6 that are necessitated by new or revised provisions of state on federal regulations, new or revised reporting requirements, or standards imposed upon state exchanges by regulatory authorities, the Exchange will initiate the Ad Hoc Task Order Request utilizing the process detailed below:

The Exchange will submit a request via e-mail to the Vendor.

The request will include the specific objectives, tasks/deliverables required and may include the timeline in which work will need to be completed.

The Vendor must draft and propose a Scope of Work (SOW) to complete the tasks/deliverables described in the request.

The SOW must be received within the timeframe stated by the Exchange in the request.

The SOW must include the job titles with the corresponding estimated number of hours per job title to complete the tasks/deliverables and a timeline in which they will be completed.

Upon receipt of the SOW, the Exchange will review the SOW and negotiate any changes deemed necessary prior to the Exchange determining approval or denial of the SOW.

The Vendor cannot start any work prior to the Exchange written approval of the request’s SOW.

Upon completion of deliverables related to a Task Order Request, if the Vendor is required to prepare a written report, the Vendor will prepare a written report of the methods used and results, in the format prescribed by the Task Order Request in accordance with Section 2.8.

CONTRACT MANAGEMENT AND STAFFING

The Vendor will be responsible for recruiting, training and providing appropriate staffing and oversight to ensure the integrity and timely completion of the services detailed in Section 3.2, Scope of Work throughout the course of the contract period. It is the Vendor’s responsibility to:

Provide sufficient additional management and administrative support staff necessary to organize, prepare and carry out all administrative tasks associated with conducting these audits.

Submit an organizational chart with resumes of staff assigned to the project for the agency’s review, prior to the start of work. At any time throughout the course of the contract, the agency reserves the right to approve or disapprove the Vendor’s proposed staffing, including consultants or subcontractors and may request a replacement of such staffing, consultant or subcontractor, if needed.

During the term of the contract, if substitution of staff is required, the qualifications of the newly appointed staff will need to meet or exceed the competencies of those staff previously working for this contract. Any substitutions/replacements may be subject to the Exchange review and written approval.

COMPANY BACKGROUND AND REFERENCES

VENDOR INFORMATION

Vendors shall provide a company profile in the table format below.

Company name:

Ownership (sole proprietor, partnership, etc.):

State of incorporation:

Date of incorporation:

# of years in business:

List of top officers:

Location of company headquarters, to include City and State:

Location(s) of the office that shall provide the services described in this RFP:

Number of employees locally with the expertise to support the requirements identified in this RFP:

Number of employees nationally with the expertise to support the requirements in this RFP:

Location(s) from which employees shall be assigned for this project:

Pursuant to NRS 333.3354, the State of Nevada awards a five percent (5%) preference to a vendor certifying that its principal place of business is in Nevada. The term ‘principal place of business’ has the meaning outlined by the United States Supreme Court in Hertz Corp v. Friend, 559 U.S. 77 (2010), typically meaning a company’s corporate headquarters. This preference cannot be combined with any other preference, granted for the award of a contract using federal funds, or granted for the award of a contract procured on a multi-state basis. To claim this preference a business must submit a letter with its proposal showing that it qualifies for the preference.

Please be advised, pursuant to NRS 80.010, a corporation organized pursuant to the laws of another state shall register with the State of Nevada, Secretary of State’s Office as a foreign corporation before a contract can be executed between the State of Nevada and the awarded vendor, unless specifically exempted by NRS 80.015.

The selected vendor, prior to doing business in the State of Nevada, shall be appropriately licensed by the State of Nevada, Secretary of State’s Office pursuant to NRS 76. Information regarding the Nevada Business License can be located at http://nvsos.gov.

Nevada Business License Number:

Legal Entity Name:

Is “Legal Entity Name” the same name as vendor is doing business as?

Yes

No

If “No”, provide explanation.

Has the vendor ever been engaged under contract by any State of Nevada agency?

Yes

No

If “Yes”, complete the following table for each State agency for whom the work was performed. Table can be duplicated for each contract being identified.

Name of State agency:

State agency contact name:

Dates when services were performed:

Type of duties performed:

Total dollar value of the contract:

Are you now or have you been within the last two (2) years an employee of the State of Nevada, or any of its agencies, departments, or divisions?

Yes

No

If “Yes”, please explain when the employee is planning to render services, while on annual leave, compensatory time, or on their own time?

If you employ (a) any person who is a current employee of an agency of the State of Nevada, or (b) any person who has been an employee of an agency of the State of Nevada within the past two (2) years, and if such person shall be performing or producing the services which you shall be contracted to provide under this contract, you shall disclose the identity of each such person in your response to this RFP, and specify the services that each person shall be expected to perform.

Disclosure of any significant prior or ongoing contract failures, contract breaches, civil or criminal litigation in which the vendor has been alleged to be liable or held liable in a matter involving a contract with the State of Nevada or any other governmental entity. Any pending claim or litigation occurring within the past six (6) years which may adversely affect the vendor’s ability to perform or fulfill its obligations if a contract is awarded as a result of this RFP shall also be disclosed.

Does any of the above apply to your company?

Yes

No

If “Yes”, please provide the following information. Table can be duplicated for each issue being identified.

Date of alleged contract failure or breach:

Parties involved:

Description of the contract failure, contract breach, or litigation, including the products or services involved:

Amount in controversy:

Resolution or current status of the dispute:

Status of the litigation:

Vendors shall review and provide if awarded a contract the insurance requirements as specified in Attachment D, Insurance Schedule for RFP 96SSHIX-S1296

Company background/history and why vendor is qualified to provide the services described in this RFP. Limit response to no more than five (5) pages.

Provide a brief description of the length of time vendor has been providing services described in this RFP to the public and/or private sector.

Financial information and documentation to be included in accordance with Section 8.5, Part III – Confidential Financial Information.

Dun and Bradstreet Number

Federal Tax Identification Number

The last two (2) years and current year interim:

Profit and Loss Statement Balance Statement

SUBCONTRACTOR INFORMATION

Subcontractors are defined as a third party, not directly employed by the contractor, who shall provide services identified in this RFP. This does not include third parties who provide support or incidental services to the contractor.

Does this proposal include the use of subcontractors?

Yes

No

If “Yes”, vendor shall:

Identify specific subcontractors and the specific requirements of this RFP for which each proposed subcontractor shall perform services.

If any tasks are to be completed by subcontractor(s), vendors shall:

Describe how the work of any subcontractor(s) shall be supervised, channels of communication shall be maintained and compliance with contract terms assured; and

Describe your previous experience with subcontractor(s).

Provide the same information for any proposed subcontractors as requested in Section 3.1, Vendor Information.

Vendor shall not allow any subcontractor to commence work until all insurance required of the subcontractor is provided to the vendor.

Vendor shall notify the using agency of the intended use of any subcontractors not identified within their original proposal and provide the information originally requested in the RFP in Section 3.2, Subcontractor Information. The vendor shall receive agency approval prior to subcontractor commencing work.

BUSINESS REFERENCES

Vendors shall provide a minimum of three (3) business references from similar projects performed for private and/or public sector clients within the last three (3) years.

A minimum of three (3) years of experience with web hosting capabilities, web design and content development, security maintenance.

A minimum of three (3) years of experience with creating, developing, and implementing advertisement and marketing campaigns and strategies.

A minimum of three (3) years of experience with developing and producing print, billboard, radio, web, social media, display, search, over-the-top (OTT) and television advertising.

A minimum of two (2) years of experience in providing similar services to government state agencies.

A minimum of three (3) years of experience with creating, developing and implementing outreach and stakeholder development services.

A minimum of two (2) years of experience in the health insurance landscape and/or a demonstrated knowledge of the Affordable Care Act in the state of Nevada.

A minimum of two (2) years of experience with coordinating and producing marketing and outreach collateral and event displays/signage.

Vendors shall submit Attachment E, Reference Questionnaire to their business references.

It is the vendor’s responsibility to ensure that completed forms are received by the Purchasing Division on or before the deadline as specified in Section 7, RFP Timeline for inclusion in the evaluation process. Reference Questionnaires not received, or not complete, may adversely affect the vendor’s score in the evaluation process.

The State reserves the right to contact and verify any and all references listed regarding the quality and degree of satisfaction for such performance.

VENDOR STAFF RESUMES

A resume shall be completed for each proposed key personnel responsible for performance under any contract resulting from this RFP per Attachment F, Proposed Staff Resume.

COST

The Cost Schedules to be completed for this RFP an Excel spreadsheet in Attachment G – Cost Schedule. Costs not submitted on the State provided Excel spreadsheet may render a vendor’s entire proposal nonresponsive.

All proposal terms, including prices, shall remain in effect for a minimum of 180 days after the proposal due date. In the case of the awarded vendor, all proposal terms, including prices, shall remain in effect throughout the contract negotiation process.

FINANCIAL

PAYMENT

Upon review and acceptance by the State, payments for invoices are normally made within 45 – 60 days of receipt, providing all required information, documents and/or attachments have been received.

Pursuant to NRS 227.185 and NRS 333.450, the State shall pay claims for supplies, materials, equipment and services purchased under the provisions of this RFP electronically, unless determined by the State Controller that the electronic payment would cause the payee to suffer undue hardship or extreme inconvenience.

All Media buys will be paid for on a reimbursement basis. The vendor will submit proof of payment for the media buys and will be reimbursed by the state.

BILLING

The State does not issue payment prior to receipt of goods or services.

The vendor shall bill the State as outlined in the approved contract and/or payment schedule.

The State presently has a Procurement Card Program that participating State agencies may use to pay for some of their purchases. The Program is issued through a major financial institution and is treated like any other major credit card. Using agencies may desire to use the card as a method of payment. No additional charges or fees shall be imposed for using the card. Please indicate in your proposal response if you will accept this method of payment.

TIMELINESS OF BILLING

The State is on a fiscal year calendar. All billings for dates of service prior to July 1 shall be submitted to the State no later than the first Friday in August of the same year. A billing submitted after the first Friday in August that forces the State to process the billing as a stale claim pursuant to NRS 353.097, shall subject the contractor to an administrative fee not to exceed $100.00. This is the estimate of the additional costs to the State for processing the billing as a stale claim and this amount shall be deducted from the stale claims’ payment due the contractor.

WRITTEN QUESTIONS AND ANSWERS

The Purchasing Division shall accept questions and/or comments in writing regarding this RFP as noted below:

QUESTIONS AND ANSWERS

All questions regarding this RFP should be submitted using the Bid Q&A feature in NevadaEPro.

To access the Bid Q&A:

Log into your Seller account on NevadaEPro.

Click the Bids Tab in the header.

Click View under Bid Q&A on the appropriate Bid Solicitation under the Open Bids section.

The deadline for submitting questions is as specified in Section 7, RFP Timeline.

All questions and/or comments shall be addressed using the Bid Q&A in NevadaEPro. If questions and answers require a material change to the Bid Solicitation, an Amendment will be posted in NevadaEPro and you will receive email notification.

RFP TIMELINE

The following represents the proposed timeline for this project. All times stated are Pacific Time (PT). These dates represent a tentative schedule of events. The State reserves the right to modify these dates at any time. The State also reserves the right to forego vendor presentations and select vendor(s) based on the written proposals submitted.

PROPOSAL SUBMISSION REQUIREMENTS, FORMAT AND CONTENT

GENERAL SUBMISSION REQUIREMENTS

Vendors shall submit their proposals by using Create Quote through the State electronic procurement website, https://NevadaEPro.com, in accordance with the instructions below.

Refer to Instructions for Vendors Responding to a Bid in the Important Links section on the front page of NevadaEPro for instructions on how to submit a Quote using NevadaEPro.

The Quote/Proposal shall contain a maximum of four (4) attachments which may include:

Technical Proposal Confidential Technical (if applicable) Cost Proposal (if applicable) Confidential Financial (if applicable)

Note: Under the Items Tab the NevadaEPro system defaults to ‘No Bid’. Proposing vendors must uncheck the ‘No Bid’ box and that will allow the system to default to ‘See Quote Attachments’.

Proposals shall have a technical response, which may be composed of two (2) parts in the event a vendor determines that a portion of their technical response qualifies as “confidential” per NRS 333.020 (5) (b).

If complete responses cannot be provided without referencing confidential information, such confidential information shall be provided in accordance with Section 8.3, Part IB – Confidential Technical Proposal and Section 8.5, Part III Confidential Financial Information.

Specific references made to the section, page, and paragraph where the confidential information can be located shall be identified on Attachment A, Confidentiality and Certification of Indemnification and comply with the requirements stated in Section 8.6, Confidentiality of Proposals.

Proposals that do not comply with the requirements may be deemed non-responsive and rejected at the State’s discretion.

Although it is a public opening, only the names of the vendors submitting proposals shall be announced per NRS 333.335(6). Technical and cost details about proposals submitted shall not be disclosed.

Assistance for persons who are disabled, visually impaired or hearing-impaired who wish to attend the RFP opening is available. If special arrangements are necessary, please notify the Purchasing Division designee as soon as possible and at least two (2) days in advance of the opening.

For ease of evaluation, the technical and cost proposals shall be presented in a format that corresponds to and references sections outlined within this RFP and shall be presented in the same order. Written responses shall be in bold/italics and placed immediately following the applicable RFP question, statement and/or section.

Proposals are to be prepared in such a way as to provide a straightforward, concise delineation of capabilities to satisfy the requirements of this RFP. Expensive color displays, promotional materials, etc., are not necessary or desired. Emphasis shall be concentrated on conformance to the RFP instructions, responsiveness to the RFP requirements, and on completeness and clarity of content.

For purposes of addressing questions concerning this RFP, the sole contact shall be the Purchasing Division as specified on Page 1 of this RFP. Upon issuance of this RFP, other employees and representatives of the agencies identified in the RFP shall not answer questions or otherwise discuss the contents of this RFP with any prospective vendors or their representatives. Failure to observe this restriction may result in disqualification of any subsequent proposal per NAC 333.155(3).